Supply Chain Coordinator At Bahar Organization

About Bahar

Bahar Organization is an independent non-profit and non-governmental organization that provides humanitarian aids to vulnerable people without any discrimination in all its forms. BO is operating to respond to the needs and basic requirements of the humanitarian crisis in Syria in the middle of the affected communities caused by the conflict the basic principles of BO’s activities are to enhance the basic living standards of the affected population by delivering humanitarian aid based on the needs.

General View of the Position:

The Procurement Coordinator is responsible for planning, organizing, supervising the implementation, and reporting of all procurement processes based on the program needs and with respect to BAHAR Supply Chain policies and procedures, the Procurement Coordinator sets the objectives for the Supply Chain department from the procurement point of view within the projected timeframe and budget and works towards their implementation. The Procurement Coordinator reports to the supply chain manager.

Job Duties: Procurement and Logistics

1. Supervision and Compliance:
   • Supervise the procurement personnel and all activities related to procurement and logistics.
   • Ensure adherence to donor procurement regulations before initiating any procurement, and review RFQs carefully before sending them to approved vendors.
   • Follow and enforce Bahar’s procurement and logistics policies and procedures.
   • Ensure transparency in procurement and logistics, especially in the management of bidding and receiving quotations processes.
   • Coordinate with the Finance Department to ensure payments are delivered to suppliers.
2. Procurement Planning and Execution:
   • Ensure that procurement plans for projects are developed in coordination with procurement and program focal points at the beginning of the project.
   • Draft and develop tender documentation in consultation with stakeholders, including suppliers, to ensure requirements are understood and met.
   • Conduct regular visits to the field (NES) to ensure appropriate follow-up on procurement processes.
   • Prepare notes to files and waivers as needed in coordination with the program team.
   • Review, compare, analyze, and approve products and services to be purchased.
   • Ensure project procurement is completed accurately, timely, and in line with project objectives.
3. Logistics Management:
   • Oversee the management of assets, warehouse operations, fleet, and other logistics-related duties.
   • Ensure efficient and effective warehouse operations, including inventory management, stock control, and timely dispatch of goods.
   • Manage the organization’s fleet to ensure proper utilization, maintenance, and compliance with safety regulations.
   • Coordinate logistics support for project activities, including transportation and distribution of goods.
   • Ensure all logistics documentation complies with Bahar’s policies before submission to the finance department.
4. Documentation and Training:
   • Manage MS Team drives and ensure that procurement and logistics documentation is up to date.
   • Ensure that all original documents are in place and replaced with copies on a monthly basis.
   • Provide induction training for new staff on procurement and logistics processes and systems at a level suitable for their role.
   • Take ownership of personal capacity-building, ensuring a plan is in place and agreed upon with the Head of Office to build on areas of growth.
5. Team Coordination and Additional Duties:
   • Help team members complete tasks efficiently, consistently, and in alignment with the organization’s strategic goals.
   • Perform any other duties assigned by the line manager.

Academic Qualification/s and Professional Experience:

Education/Training

• Required: Bachelor’s Degree or any equivalent degree.

Experience

• Required: The position requires a minimum professional experience of 3 years in the same field with NGOs/INGOs.

Technical Skills

• Required:
• Technical and professional skills acquired through mid/long-term experience.
• Good knowledge of procurement management, and regulations of relevant donors and/or funding agencies.
• Good knowledge of management and execution of procurement procedures.
• Good knowledge of the status of development and the social context of the Country in general.
• Excellent Microsoft Applications Skills.
• Fluency in written and spoken Arabic and English.

Safeguarding & Ethics:

Bahar is committed to ensuring that all individuals we come into contact with through our work, whether team members, community members, program participants, or others, are treated with respect and dignity. We are committed to the core principles regarding the prevention of sexual exploitation and abuse laid out by the UN Secretary-General and IASC. We will not tolerate child abuse, sexual exploitation, abuse, or harassment by or of our team members. As part of our commitment to a safe and inclusive work environment, team members are expected to conduct themselves in a professional manner, respect local laws and customs, and adhere to the Bahar Code of Conduct Policies and values at all times. Team members are required to complete mandatory Code of Conduct e-learning courses upon hire and on an annual basis.